Agenda Item # 7
Columbus Consolidated Government
Council Meeting

02/28/17

Agenda Report # 99

TO: Mayor and Councilors

SUBJECT: Purchase Authorizations

INITIATED BY: Finance Department


(A) TRAFFIC SIGNAL CONTRACTOR (ANNUAL CONTRACT) – RFP NO. 17-0008

Approval is requested to approve the annual contract with Signal One Traffic Systems, LLC (Shiloh, GA) to provide traffic signal contractor services, on an “as needed” basis.

The vendor will provide the following services:


The initial term of the contract shall be for two (2) years, with the option to renew for three (3) additional twelve-month periods. Contract renewal is contingent upon the mutual agreement of the City and the Contractor.

Annual Contract History:

The previous five-year contract was awarded, on May 10, 2011 (Resolution 177-11), to Signal One Traffic Systems (Shiloh, GA).

RFP Advertisement and Receipt of Proposals:

RFP specifications were posted on the web pages of the Purchasing Division and the Georgia Procurement Registry on October 12, 2016. This RFP has been advertised, opened and evaluated. Two proposals were received on November 9, 2016.

Signal One Traffic Systems, LLC (Shiloh, GA) The following events took place after receipt of the proposals:




RFP MEETINGS/EVENTS
Description
Date
Agenda/Action
Pre-Evaluation
12/06/16
The Purchasing Manager advised evaluation committee of the RFP rules and process. The proposals were distributed to committee members for review.
1st Evaluation
01/13/17
Committee members discussed the proposals and requested clarifications from one Signal One.
Clarification Request
01/17/17
Request for clarification was forwarded to Signal One. No clarifications were requested of Wilburn Engineering.
Clarification Received
01/20/17
The vendor submitted the requested clarification information, which was forwarded to the Committee.
Evaluation Ballots Sent to Committee
01/30/17
Evaluation ballots forwarded to voting committee members.
Evaluation Ballots Completed by Committee Members
2/7/17
Committee members completed and returned their evaluation ballots to Purchasing.
Evaluation Results forwarded to Committee
2/8/17
The Evaluation Results were compiled, completed and forwarded to Committee members for review and Recommendation
Recommendation Received
02/08/17
Via email, the committee members unanimously voted to award to Signal One Traffic Systems (Shiloh, GA).
Evaluation Committee:

The proposals were reviewed by the Evaluation Committee, which consisted of one (1) voting member from I.T., one (1) voting member from Engineering/Traffic Engineering, and one (1) voting member from Engineering/Highways and Roads.

Award Recommendation:

The evaluation committee unanimously recommends award of the contract to Signal One Traffic Systems (Shiloh, GA), as reflected by their comments provided below:

Vendor Experience/Qualifications:


The City’s Procurement Ordinance, Article 3-110, Competitive Sealed Proposals for the Procurement of Equipment, Supplies and Professional Services, governs the RFP Process. During the process of an RFP there is no formal opening and no proposal responses are made public, due to the possibility of negotiated components of the proposals. If Council does not approve the recommended offeror, the RFP specifications will be re-advertised. The evaluation results and cost information has been submitted to the City Manager in a separate memo for informational purposes.

Funds are budgeted each fiscal year for this ongoing expense: Special Project-Capital Projects Fund – Capital Projects – Paving Fund Supported Capital Project – Contractual Services - - LED Signal Heads; 0508-660-3000-CPPF-6319 – 20759 - 20110.
* * * * * *

(B) TREES FOR PLANTING ON CITY RIGHT-OF-WAYS (ANNUAL CONTRACT) - RFB NO. 17-0026

Approval is requested to approve the annual contract for the purchase of trees, on an “as needed basis”, from Thoms Trees and Plants, Inc. (Fayetteville, GA). The Public Works Department/Urban Forestry and Beautification Division, budgets $90,000 per fiscal year, for the purchase of trees which will be planted on the City Right of ways.

The initial contract period will be for two (2) years, with the option to renew for three (3) additional twelve-month periods. The Contract renewal will be contingent upon the mutual agreement of the City and the Contractor.

Bid specifications were posted on the web page of the Purchasing Division, and the Georgia Procurement Registry. Three (3) bids were received on December 21, 2016. This bid has been advertised, opened and reviewed. The bidders were:

* Moon’s Tree Farm was deemed non-responsive to this RFB due to submitting pricing in pencil. In accordance with the General Provisions, Section 2. Preparation of Form: “All figures must be written in ink or typewritten. Figures written in pencil or erasures are not acceptable.”
** Site One Landscapes, the lowest bidder, cannot provide enough species of trees to meet the City’s needs.

Please refer to the attached tabulation for pricing:

Tabulation 17-0026 (003).xlsxTabulation 17-0026 (003).xlsx

Funds are budgeted each fiscal year for this ongoing expense: Paving Fund – Public Works – Right of Way Maintenance – ROWM – Horticulture/Landscaping Supplies; 0203-260-3120-ROWM-6727.
* * * * * *

(C) GAS STEAM KETTLE – PQ NO. 17-0005

Approval is requested to approve the purchase of one (1) steam kettle in the amount of $14,779.99 from Douglas Equipment (Bluefield, WV) for use by the Muscogee County Jail.

The steam kettle will replace an existing unit in the jail kitchen that has become problematic and unreliable, resulting in frequent repair costs. The Sheriff’s Office has identified this purchase as a critical need for facility food preparation.

Bid specifications were posted on the web page of the Purchasing Division, and the Georgia Procurement Registry. Seven (7) quotes were received on January 25, 2017. This quote has been advertised, opened and reviewed. The bidders were:

Douglas Equipment
(Bluefield, WV)
Culinary (Chef’s) Depot
(Monsey, NY)
Sam Tell & Son (Farmingdale, NY)
Manning Brothers
(Athens, GA)
Columbus Store Equipment
(Columbus, GA)
Alack Culinary
(New Orleans, LA)
East Bay Restaurant Supply (Oakland, CA)
Make/
Model
Firex
FXGL-60DE
Southbend
KSLG-60
Market Forge
F-60CL
Southbend
KSLG-60
Southbend
KSLG-60
Cleveland
KGL-60
Vulcan
K60-GL
Unit Price
$ 14,779.99
$ 15,737.95
$17,613.00
$ 17,820.30
$ 17,942.00
$ 18,188.00
$ 18,419.00
Delivery
Days
42
30
30
30
60
42
21

Funds are budgeted in the FY17 Budget as follows: LOST-Public Safety – Sheriff – Public Safety-LOST– Capital Expenditures over $5,000; 0102-550-9900-LOST-7761.
* * * * * *

(D) PAYMENT FOR INMATE PHARMACY SERVICES

Approval is requested to approve payment to Diamond Drugs, Inc., (Pittsburgh, PA), in the amount of $96,161.04, for pharmacy services utilized for inmates at the Muscogee County Jail. This payment will cover services provided during the month of November, December, January and February.

Funds are budgeted in the FY17 Budget: General Fund – Sheriff – Medical – Pharmacy Services; 0101 – 550 – 2650 – MEDD – 6323.
* * * * * *

(E) EQUIPMENT UPGRADE FOR THE MAILROOM

Approval is requested to approve the equipment and software upgrade for the mailroom from Pitney Bowes (Duluth, GA) in the amount of $20.905.90. Additional cost will include the following: Quarterly Meter Rental at $255.00 and Annual Equipment Maintenance at $2,639.61. This will be a cooperative purchase, accomplished via Georgia Statewide Contract #SWC90791-1.


The equipment and software upgrade will replace the current equipment used in the mailroom. The current equipment is outdated and repair parts cannot be purchased when needed. Additionally, there have been several changes by the USPS since the current equipment was purchased in 2007. This new equipment will make CCG current with the new directives by USPS.

Funds for the purchase of the Equipment and Software upgrade are available in the FY17 Budget: General Fund – Miscellaneous - Contingency; 0101 – 590 – 2000 – CONT – 9801. Funding for the quarterly meter rental and annual equipment maintenance will be budgeted each fiscal year.

* * * * * *

(F) EMT & PARAMEDIC LICENSE RENEWAL FEES

Approval is requested to approve payment to the Georgia Department of Public Health, Office of EMS & Trauma, in the amount of $17,925.00, for annual EMT and Paramedic License renewal fess.

Funds are budgeted in the FY17 Budget: General Fund – Fire & EMS – Fire/EMS Special Operations – Education Training; 0101 – 410 – 2600 – SPCO – 6601.
* * * * * *

(G) MAINTENANCE OF THE VIDEO VISTIATION SYSTEM , JUDICIAL ARRAIGNMENT SYSTEM AND SECURITY EQUIPMENT

Approval is requested to approve payment to Lightspeed Datalinks (Columbus, GA), in the amount of $47,920.00, for ongoing maintenance of the Video Visitation System and Judicial Arraignment System utilized at the Muscogee County Jail and for security equipment.

The Video Visitation System and the Judicial Arraignment System allows inmates to visit with their families and be arraigned by Superior Court judges, without leaving their jail cells.

Funds are budgeted in the FY17 Budget: General Fund – Sheriff – Administration – Service Contracts; 0101 – 550 – 1000 – SHRF – 6513; and General Fund – Sheriff – Jail – Service Contracts; 0101 550 – 2600 – JAIL - 6513.





“ITEM A”

A RESOLUTION
NO.____

A RESOLUTION AUTHORIZING THE EXECUTION OF AN ANNUAL CONTRACT WITH SIGNAL ONE TRAFFIC SYSTEMS, LLC (SHILOH, GA) TO PROVIDE TRAFFIC SIGNAL CONTRACTOR SERVICES ON AN “AS NEEDED BASIS”.

WHEREAS, an RFP was administered (RFP No. 17-0008) and two proposals were received; and,

WHEREAS, the proposal submitted by Signal One Traffic Systems met all proposal requirements and was evaluated most responsive to the RFP; and,

WHEREAS, the contract term shall be for two years, with an option to renew for three (3) additional twelve-month period, if agreeable to both parties.

NOW, THEREFORE, THE COUNCIL OF COLUMBUS, GEORGIA, HEREBY RESOLVES AS FOLLOWS:

That the City Manager is hereby authorized to execute an annual contract with Signal One Traffic Systems, LLC (Shiloh, GA) to provide Traffic Signal Contractor Services. Funds are budgeted each fiscal year for this ongoing expense: Paving Fund – Capital Projects – Paving Supported Capital Projects – LED Signal Heads; 0508-660-3000-CPPF-6319 – 20759 - 20110.
_____________

Introduced at a regular meeting of the Council of Columbus, Georgia, held the _________ day of ____________, 2017 and adopted at said meeting by the affirmative vote of _________ members of said Council.




Councilor Allen voting __________.
Councilor Baker voting __________.
Councilor Barnes voting __________.
Councilor Davis voting __________.
Councilor Garrett voting __________.
Councilor Henderson voting __________.
Councilor Huff voting __________.
Councilor Turner Pugh voting __________.
Councilor Thomas voting __________.
Councilor Woodson voting __________.




_______________________________ _________________________
Tiny B. Washington, Clerk of Council Teresa Pike Tomlinson, Mayor




“ITEM B”

A RESOLUTION
NO._____

A RESOLUTION AUTHORIZING THE ANNUAL CONTRACT FOR THE PURCHASE OF TREES FROM THOMS TREES & PLANTS, INC. (FAYETTEVILLE, GA), FOR THE ESTIMATED CONTRACT VALUE OF $90,000.00 ANNUALLY.

WHEREAS, the trees will be purchased by the Public Works Department Division of Urban Forestry and Beautification on an “as needed” basis; and,

WHEREAS, the trees will be used for planting on City right-of-ways; and,

WHEREAS, the initial contract period will be for two (2) years, with the option to renew for three (3) additional twelve-month periods. The Contract renewal will be contingent upon the mutual agreement of the City and the Contractor. NOW, THEREFORE, THE COUNCIL OF COLUMBUS, GEORGIA, HEREBY RESOLVES AS FOLLOWS:

That the City Manager is hereby authorized the annual contract to purchase trees from Thoms Trees & Plants, Inc. (Fayetteville, GA) for the estimated annual contract value of $90,000.00. Funds are budgeted each fiscal year for this ongoing expense: Paving Fund – Public Works – Right of Way Maintenance – ROWM – Horticulture/Landscaping Supplies; 0203-260-3120-ROWM-6727.
_____________

Introduced at a regular meeting of the Council of Columbus, Georgia, held the _________ day of ____________, 2017 and adopted at said meeting by the affirmative vote of _________ members of said Council.


Councilor Allen voting __________.
Councilor Baker voting __________.
Councilor Barnes voting __________.
Councilor Davis voting __________.
Councilor Garrett voting __________.
Councilor Henderson voting __________.
Councilor Huff voting __________.
Councilor Turner Pugh voting __________.
Councilor Thomas voting __________.
Councilor Woodson voting __________.




_______________________________ _________________________
Tiny B. Washington, Clerk of Council Teresa Pike Tomlinson, Mayor

“ITEM C”


A RESOLUTION
NO.____

A RESOLUTION AUTHORIZING THE PURCHASE OF ONE (1) STEAM KETTLE, IN THE AMOUNT OF $14,779.99, FROM DOUGLAS EQUIPMENT (BLUEFIELD, WV) FOR USE BY THE MUSCOGEE COUNTY JAIL.

WHEREAS, the jail has identified the need to replace one of two steam kettles that has become problematic, unreliable and the subject of costly repairs due to age and frequent use; and,

WHEREAS, the Sheriff’s Office identified this purchase as a critical need for facility food preparation.

NOW, THEREFORE, THE COUNCIL OF COLUMBUS, GEORGIA, HEREBY RESOLVES AS FOLLOWS:

That the City Manager is hereby authorized to purchase one (1) steam kettle from Douglas Equipment (Bluefield, WV) in the amount of $14,779.99. Funds are budgeted in the FY17 Budget as follows: LOST-Public Safety – Sheriff – Public Safety-LOST– Capital Expenditures over $5,000; 0102-550-9900-LOST-7761.
___________

Introduced at a regular meeting of the Council of Columbus, Georgia, held the _________ day of ____________, 2017 and adopted at said meeting by the affirmative vote of _________ members of said Council.




Councilor Allen voting __________.
Councilor Baker voting __________.
Councilor Barnes voting __________.
Councilor Davis voting __________.
Councilor Garrett voting __________.
Councilor Henderson voting __________.
Councilor Huff voting __________.
Councilor Turner Pugh voting __________.
Councilor Thomas voting __________.
Councilor Woodson voting __________.




_______________________________ _________________________
Tiny B. Washington, Clerk of Council Teresa Pike Tomlinson, Mayor

“ITEM D”

A RESOLUTION
NO.____

A RESOLUTION AUTHORIZING PAYMENT TO DIAMOND DRUGS, INC., (PITTSBURGH, PA), IN THE AMOUNT OF $96,161.04, FOR PHARMACY SERVICES UTILIZED FOR INMATES AT THE MUSCOGEE COUNTY JAIL. THIS PAYMENT WILL COVER SERVICES PROVIDED DURING THE MONTH OF NOVEMBER, DECEMBER, JANUARY AND FEBRUARY.

NOW, THEREFORE, THE COUNCIL OF COLUMBUS, GEORGIA, HEREBY RESOLVES AS FOLLOWS:

That the City Manager is hereby authorized to make payment to Diamond Drugs, Inc., (Pittsburgh, PA), in the amount of $96,161.04, for pharmacy services utilized for inmates at the Muscogee County Jail. This payment will cover services provided during the month of November, December, January and February. Funds are budgeted in the FY17 Budget: General Fund – Sheriff – Medical – Pharmacy Services; 0101 – 550 – 2650 – MEDD – 6323.

______________

Introduced at a regular meeting of the Council of Columbus, Georgia, held the _________ day of ____________, 2017 and adopted at said meeting by the affirmative vote of _________ members of said Council.





Councilor Allen voting __________.
Councilor Baker voting __________.
Councilor Barnes voting __________.
Councilor Davis voting __________.
Councilor Garrett voting __________.
Councilor Henderson voting __________.
Councilor Huff voting __________.
Councilor Turner Pugh voting __________.
Councilor Thomas voting __________.
Councilor Woodson voting __________.




_______________________________ _________________________
Tiny B. Washington, Clerk of Council Teresa Pike Tomlinson, Mayor


“ITEM E”

A RESOLUTION
NO.____

A RESOLUTION AUTHORIZING THE PURCHASE OF EQUIPMENT AND SOFTWARE UPGRADE FOR THE MAILROOM FROM PITNEY BOWES (DULUTH, GA), IN THE AMOUNT OF, $20,905.90. AS WELL AS, PAYMENT FOR ADDITIONAL COST TO INCLUDE: QUARTERLY METER RENTAL AT $255.00 AND ANNUAL EQUIPMENT MAINTENANCE AT $2,639.61. THIS WILL BE A COOPERATIVE PURCHASE, ACCOMPLISHED VIA GEORGIA STATEWIDE CONTRACT #SWC90791-1.

WHEREAS, the equipment and software upgrade will replace the current equipment used in the mailroom. The current equipment is outdated and repair parts cannot be purchased when needed. Additionally, there have been several changes by the USPS since the current equipment was purchased in 2007. This new equipment will make CCG current with the new directives by USPS; and,

WHEREAS, this new equipment will also make CCG current with the new directives by USPS.

NOW, THEREFORE, THE COUNCIL OF COLUMBUS, GEORGIA, HEREBY RESOLVES AS FOLLOWS:

That the City Manager is hereby authorized to purchase equipment and software upgrade for the mailroom from Pitney Bowes (Duluth, GA) in the amount of $20.905.90. As well as pay, additional cost to include: Quarterly Meter Rental at $255.00 and Annual Equipment Maintenance at $2,639.61. Funds for the purchase of the Equipment and Software upgrade are available in the FY17 Budget: General Fund – Miscellaneous - Contingency; 0101 – 590 – 2000 – CONT – 9801. Funding for the quarterly meter rental and annual equipment maintenance will be budgeted each fiscal year.
____________

Introduced at a regular meeting of the Council of Columbus, Georgia, held the _________ day of ____________, 2017 and adopted at said meeting by the affirmative vote of _________ members of said Council.



Councilor Allen voting __________.
Councilor Baker voting __________.
Councilor Barnes voting __________.
Councilor Davis voting __________.
Councilor Garrett voting __________.
Councilor Henderson voting __________.
Councilor Huff voting __________.
Councilor Turner Pugh voting __________.
Councilor Thomas voting __________.
Councilor Woodson voting __________.




_______________________________ _________________________
Tiny B. Washington, Clerk of Council Teresa Pike Tomlinson, Mayor

“ITEM F”

A RESOLUTION
NO.___

A RESOLUTION AUTHORIZING PAYMENT TO THE GEORGIA DEPARTMENT OF PUBLIC HEALTH, OFFICE OF EMS & TRAUMA, IN THE AMOUNT OF $17,925.00, FOR ANNUAL EMT AND PARAMEDIC LICENSE RENEWAL FESS.

NOW, THEREFORE, THE COUNCIL OF COLUMBUS, GEORGIA, HEREBY RESOLVES AS FOLLOWS:

That the City Manager is hereby authorized to make payment to the Georgia Department of Public Health, Office of EMS & Trauma, in the amount of $17,925.00, for annual EMT and Paramedic License renewal fess. Funds are budgeted in the FY17 Budget: General Fund – Fire & EMS – Fire/EMS Special Operations – Education Training; 0101 – 410 – 2600 – SPCO – 6601.

___________

Introduced at a regular meeting of the Council of Columbus, Georgia, held the _________ day of ____________, 2017 and adopted at said meeting by the affirmative vote of _________ members of said Council.




Councilor Allen voting __________.
Councilor Baker voting __________.
Councilor Barnes voting __________.
Councilor Davis voting __________.
Councilor Garrett voting __________.
Councilor Henderson voting __________.
Councilor Huff voting __________.
Councilor Turner Pugh voting __________.
Councilor Thomas voting __________.
Councilor Woodson voting __________.




_______________________________ _________________________
Tiny B. Washington, Clerk of Council Teresa Pike Tomlinson, Mayor

“ITEM G”

A RESOLUTION
NO.____

A RESOLUTION AUTHORIZING PAYMENT TO LIGHTSPEED DATALINKS (COLUMBUS, GA), IN THE AMOUNT OF $47,920.00 FOR ONGOING MAINTENANCE OF THE VIDEO VISITATION SYSTEM AND JUDICIAL ARRAIGNMENT SYSTEM UTILIZED AT THE MUSCOGEE COUNTY JAIL AND FOR SECURITY EQUIPMENT.

WHEREAS, The Video Visitation System and the Judicial Arraignment System allows inmates to visit with their families and be arraigned by Superior Court judges, without leaving their jail cells.

NOW, THEREFORE, THE COUNCIL OF COLUMBUS, GEORGIA, HEREBY RESOLVES AS FOLLOWS:

That the City Manager is hereby authorized to make payment to Lightspeed Datalinks (Columbus, GA), in the amount of $47,920.00 for ongoing maintenance of the Video Visitation System and Judicial Arraignment System utilized at the Muscogee County Jail and for security equipment. Funds are budgeted in the FY17 Budget: General Fund – Sheriff – Administration – Service Contracts; 0101 – 550 – 1000 – SHRF – 6513; and General Fund – Sheriff – Jail – Service Contracts; 0101 550 – 2600 – JAIL - 6513.
____________

Introduced at a regular meeting of the Council of Columbus, Georgia, held the _________ day of ____________, 2017 and adopted at said meeting by the affirmative vote of _________ members of said Council.




Councilor Allen voting __________.
Councilor Baker voting __________.
Councilor Barnes voting __________.
Councilor Davis voting __________.
Councilor Garrett voting __________.
Councilor Henderson voting __________.
Councilor Huff voting __________.
Councilor Turner Pugh voting __________.
Councilor Thomas voting __________.
Councilor Woodson voting __________.




_______________________________ _________________________
Tiny B. Washington, Clerk of Council Teresa Pike Tomlinson, Mayor